PROJECTPROGRAM MANAGEMENT OFFICE Mnica Botero de Daz PMP

PROJECT-PROGRAM MANAGEMENT OFFICE Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP Project Director, Unisys de Colombia Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Some Questions • Does your Organization need a PMO? • What are the different options for organization structures? • Is there a road map to follow to successfully implement a PMO? • What portfolios of information must a PMO maintain? • What data are included in each portfolio? • How do you measure a PMO? Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Some Numbers • Over 30% of all software projects are canceled before completion • Over 70% of the remainder fail to deliver expected features • The average project runs 189% over budget and overshoots its schedule by 222% (Source The Standish Group Intl. www. spmn. com) Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

ADOPTING BEST PRACTICES Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

The PMO Competency Continuum STRATEGIC ALIGNMENT BUSINESS MATURITY PROCESS SUPPORT PROCESS CONTROL PROJECT OVERSIGHT Stage 2 Stage 1 BASIC PMO PROJECT OFFICE Provide a standard and repeatable PM methodology for use across all projects Achieve project deliverables and objectives for cost, schedule and resource utilization • 1 or more projects • 1 Project Manager • Multiple projects • Multiple PMs • Program Manager • Part-Time PMO support staff Stage 4 Stage 5 CENTER OF EXCELLENCE Stage 3 ADVANCED PMO STANDARD PMO Apply and integrated and comprehensive project management capability to achieve business objectives Manage continous and crossdepartment collaboration to achieve strategic business goals • Multiple projects • Multiple programs • Multiple PMs • Vice President or Director of Project Management Establish capacity and infrastructure to support and govern a cohesive project environment • Multiple projects • Multiple PMs • Program Managers • Director/Senior Program Manager • Full-Time and parttime PMO staff Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP • Program Managers • PMO Director • Dedicated PMO technical and support staff • Dedicated PMO technical staff • Enterprisewide support staff

PMO Functions • Organizational Unit to centralize and coordinate the management of projects under its domain • Focuses on the coordinated planning, priorization and execution of projects and subprojects that are tied to the parent organization´s or client´s overall business objectives • Can operate on a continuum – From support functions • Training, sw, standarized policies & procedures – To direct management & responsibilities for achieving business objectives Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

PMO Funtions (cont) • Can receive delegated authority to act as an integral stakeholder and a key decision-maker during the initiation stage of each project • Can have the authority to make recommendations • Can terminate projects to keep the business objectives consistent • Can be involved in the selection management, sharing/redistribution of resources Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Some key Features of a PMO • Sharing & coordination of resources across projects • Development of projects methodology, best practices & standards • Project policies, procedures, templates, shared documentation • Centralized configuration management • Central operation office, project financials, standard tools • Central communication management across projects • Coordination of overall project quality standards Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Differences between Project Managers & Managers of PMO Project manager Manager of a PMO • Responsible for delivering specific project objectives within th constraints of the project • Focuses on specific project objectives • Controls th assigned resources to best meet project objectives • Manages scope, schedule, costs, quality of the products at work packages • Project specific information • Organizational structure with specific mandates • Manages major program scope changes • Optimizes the use of shared organizational resources across projects • Manages overall risk, overall opportunity & interdependencies among projects • Consolidated reporting Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Project Governance Function Model PREPARE AND MAINTAIN PMO CHARTER • Define Business Purpose • Specify Organizational Alignment • Highlight Functional Responsibility • Specify PMO authority • Identify PMO Funding DEVELOP PROJECT MANAGEMENT POLICIES • Evaluate Policy Needs • Identify Project Criteria • Demonstrate Senior Management Support • Examine Business Factors • ¨Prepare Policy Guidance • Implement Project Classification Guide ESTABLISH PROJECT MANAGEMENT AUTHORITY • Contractual • Financial • Resource Management • Customer Relationships • Vendor and Contractor Relationships Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP ESTABLISH EXECUTIVE CONTROL BOARD ALIGN BUSINESS AND TECHNICAL COMMITTEES • Determine Executive Oversight Requirements • Identify Business and Technical Groups • Set Board Parameters • Set-Up Relationships • Prepare Operating Procedures • Manage Relationships

Assessment Function Model CONDUCT COMPETENCY ASSESSMENTS CONDUCT CAPABILITY ASSESSMENTS CONDUCT MATURITY ASSESSMENTS • Identify Competency Assessments • Identify Capability Assessments • Identify Maturity Assessments • Conduct Competency Assessments • Conduct Capability Assessments • Conduct Maturity Assessments • Implement Competency Improvements Plans • Implement Capability Improvements Plans • Implement Maturity Improvements Plans Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Organization and Structure Function Model SET UP THE PMO STRUCTURE ESTABLISH PROJECT STRUCTURE DEVELOP STAKEHOLDER PARTICIPATION • Identify Staff Needs for PMO functions • Specify Project Team and PMO Relationship • Define Project Stakeholder Categories • Introduce PMO Staff Assessments • Define Standard Project Team Structure • Identify Project Stakeholders • Analyze and Establish PMO Relationships • Define Extended Project Team Alignment Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP • Prepare Stakeholder Participation Guide

Steps for creating a PMO (Example) Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Implementing a PMO different Styles Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Coach Model (X Model) IS Team B AD Team A • Project management services and training • Assist with project start up and closure M E L RO • Method and process brokerage T R O PP • Reuse SU R O T EN Department team C External service provider AD contractor • Best Practices are documented & shared Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP • Results are used as an oppportunity to raise enterprise performance • Train inefficient or new project managers

Manager Model (Y Model) The Project Office: Manager Model E L O Enterprise Project Office Project Manager and Staffing Project approval and review Standards and methodology R O S I V ER Channels Program Channels Project 1 P U S Outsourced Channels Project 2 Knowledge management Program KM Project 1 KM Project 2 R Y Enterprise resource planning program ERP Project 1 ASP Project 2 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP • Asumes a governance process of all the projects, regardless of size, duration, budget • Allocate resources, verify time, budget, risk and impact

Disadvantages of the two Approaches Support Role Supervisory Role • It´s not a governance force • No authority to ensure projects alligns with business needs • The organization may see this structure only as a cost center • Works only within a highly structured environment • It´s difficult to implement in a decentralized organization • May provoke resistance because the lack of authority of the project managers Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

WHAT TO DO ? ? ? ? ? Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP ? ?

• Clear definition of role, responsibilities & chain of command • Limit the scope of the implementation to the culture, requirements, and governancy realities of the enterprise • The two model are not mutually exclusive, the PMO should entail both mentoring and supervising • Ideally the PMO puts controls in place and monitors them in a consultative fashion Reasons and persuasion rather then carrots & sticks are the tools more needed by PMO staff Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

PMOs: The Longer You have them, the better They work SOURCE: CIO/PMI SURVEY (AVAILABLE ONLINE AT www 2. cio. com/research))) Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Top Ways that PMOs make a financial Impact • Provide standard methodology for managing projects • Have responsibility for process and project reporting and tracking • Ensure that similar projects are executed in a similar way • Have the information needed to speed up or slow down a process • Provide a process for resource allocation and capacity management • Ensure that projects have direct links to company's strategic and operating plans Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Top ways that PMOs make a strategic Impact • Link projects directly to company's strategic and operating plans • Provide standard methodology for managing projects • Have sponsorship/support from senior management • Ensure that projects support a business goal or strategy • Align groups on project process, selection, priority and execution • Ensure that similar projects are executed in a similar way Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

How to measure effectiveness • There are three key metrics that can help a lot in measuring its effectiveness – Accuracy of cost estimates – Accuracy of schedule estimates – Project stakeholder satisfaction Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Executives must see the PMO effect on the Bottom Line To be effective, the improvement effort must – connect the goals of the organization to the identified strategies, and the strategies to the project portfolio – show whether or not the portfolio is properly balanced between supply-side and market-side projects – keep top management involved in the execution of the project portfolio – complete projects faster • to meet market-side goals (speed to market & competitive advantage) • to meet financial goals (reduced cost & better ROI) Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Best Practices for Project Management Offices Which project management practices were most effective in helping the organization meet its financial goals • • Providing standard methodology for managing project 56% Responsibility for process, project reporting and tracking 38% Ensuring that similar projects are executed in a similar way 37% Having the funding and information needed to speed up or slow down project delivery 29% Providing a process for resource allocation and capacity management 27% Source Survey Cio Magazine & PMI February 2003 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Best Practices for Project Management Offices • What are the most effective practices for helping the company meet its strategic goals • • Ensuring PMO projects have direct links to company’s strategic and operating plans 43% Providing standard methodology for managing projects 40% Having executive sponsorship/support from senior management 37% Ensuring that the PMO works only on projects that support a business goal or strategy 37% Using a process to ensure that groups are aligned on project process, selection, priority and execution 31% Source Survey Cio Magazine & PMI February 2003 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Best Practices for Project Management Offices • Benefits of PMO Top benefits of having a PMO • • • Project success rates have increased as a result of having a PMO 50% Project success rates (completed on time, within budget with all original specifications) have increased by 46% implement PM standards 62% Increased internal Customer satisfaction 38% Increased employee productivity 39% Lower costs 27% Increased external customer satisfaction 25% Source Survey Cio Magazine & PMI February 2003 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Best Practices for Project Management Offices How to rank the top challenges to their PMO’s effectiveness • Unreasonable workloads 52% • A lack of PMO authority to carry out objectives 43% • A lack of support from business unit management 42% Some information about the survey 303 respondants Respondants worked in comapanies 52% annual revenue> 1 Billion 22% annual revenue 100 -999 Mill 18% annual revenue < 100 Mill Source Survey Cio Magazine & PMI February 2003 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

THE “WRONG" RESULT — WHY PMO IMPLEMENTATIONS FAIL • The PMO did not define its value proposition. • The PMO is not perceived as impacting project delivery abilities. • The PMO is seen as a threat — most often too authoritative. • The PMO is too low in the management reporting structure. • The PMO does not have buy-in from the senior functional managers. • Project Management Overhead — the bad PMO acronym. • The PMO is micromanaging — trying to control every project directly. Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Strength THE "WRONG" RESULT — WHY PMO IMPLEMENTATIONS FAIL Perce ived P MO v alue Breaking Point PMO o t e tanc s i s e R Time Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Executives will embrace a PMO that dramatically increases the probability of meeting their goals • Choosing the right project mix — a new way of strategic planning • Linking the executive team's strategies to current and planned projects • Managing the project portfolio correctly • Measuring the PMO to tangibly improve project performance relative to the executives' strategic goals Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Determine Project Portfolio: new Project Strategic Classification Mechanism • Breakthrough: Projects that move the organization to new markets, a new competitive position, or new competencies • Evolutionary/extension: Projects that support the internal operational needs of the organization, such as human-resource management systems, financial systems, information management, and decision support • Infrastructure: Projects that are an iteration of what the organization is currently doing, capitalizing on a core competency or extending current product lines • Customer service and support: Projects that focus on customer expectations, requirements, and improvements to improve competitive advantage Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Throughput Model: focuses on meeting Organization Goals Governance Review Board Enterprise Strategy Governance Review Board Functional Unit Delivery Strategy Program/ Project Managers Project Management Office QA/QC Project Status Reports, Task and Resource data, Project Schedules throughput acceleration becomes a way of life for the enterprise. PMOs established in this model become ROI engines. Their ability to bring improved rigor and discipline that reduce project duration is a key value of their mission. Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Choosing the right Project mix: Balanced Scorecard Mechanism • Financial perspective: Links financial objectives to organizational strategy • Business process perspective: Entails specification of internal business processes and activities • Customer perspective: Considers the customer and market segments that will deliver the revenue • Learning and growth perspective: Provides the infrastructure and capability that enables the other three perspectives to be achieved Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Project Portfolio Management Function Model INTEGRATE PROJECTS IN THE PORTFOLIO SETUP PROJECT PORTFOLIO MANAGEMENT PERFORM PROJECT SELECTION • Validate Business Strategy and Interests • Identify Project Selection Criteria • Determine Project Selection Mechanism • Identify Project Portfolio Roles • Conduct Project Screening • Develop Project Business Plan • Prepare Resource Staffing Plan • Conduct Project Selection • Validate Project Selection • Determine Project Priority • Approve Initial Project Funding Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP CONDUCT PROJECT AND PORTFOLIO REVIEWS • Compile Project Performance Information • Conduct Project Gateway Review • Conduct Portfolio Reviews MANAGE PORTFOLIO ATTRITION • Perform Project Closeout • Assess Strategic Advantage • Assess Customer Satisfaction

Project Attrition Funnel PROJECT INITIATION SOLUTION PLANNING Filter 75% Filter 30% SOLUTION IMPLEMENTATION Filter 1 -5% PROJECT ATTRITION FUNNEL Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP PROJECT CLOSURE Filter <1%

In Summary • The type of PMO must be compatible with corporate culture • Coming up with a PMO that works for any given organization is an excercise in both customization & patience • For establishing a PMO there are no road maps to follow, benchmarks to shoot or metrics against which to measure • The most effective PMO´s are those that reap improvements over time and continously push the IT department to improve on its performance. Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

PMO Structure PMO Director/Manager Provides oversight of organizational projects Provides oversight of organizational resources Manages and reports on project portfolio Manages project priority based on business strarwgy Liaison between project managers and executive team Subject matter experts Act as mentors for project managers Assist with training on tools & techniques Recommend industry bes practices Experts in methodology designs and use Experts in Project management tools Act as auditors and quality reviews PMO Coordinator Administers project artifacts in repository Mantains Web site/Intranet Generate exception reports Mantain list of priorized project portfolio Assist with meeting & scheduling Assist in training/career development Project Managers allocated project to spec, schedule & budget Reports back to PMO director and functional manager Escalate severity 1 issues and risks Notifies PMO on scope creep, change requests Has biweekly reviews with PMO director/manager Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Every PMO should produce these "now and later" pictures LATER NOW Create a positive impact right from day one Assist with troubled projects and show PMO value Obtain PMO sponsorship-sell the PMO internally Communicate the PMO concept Assess current project management capabilities Evaluate business necessities and quick wins Asses what resources you need and negotiate Interview PMO staff who will build the PMO Start by analyzing every active project/proposal Create a project priorization chart Identify existing project management tools Identify required processes and document them Open the PMO Focus on establishing metrics and ROI per project Develop a centralized project repository Develop a scalable project tecnology plan Develop an online/customized reporting tool Establish a capability maturity model Track project variances and exceptions Develop a long-term career program fro managers Integrate project management within the business Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Don‘t set too ambitious deadlines Deadline is deadline ! Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Always listen to the market Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

What suits one customer might not suit the next Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Teamwork Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

PREGUNTAS ? ? Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP ? ?

Bibliography • Project Management Body of Language, 2004 Third edition • 16 Critical Software Prcatices www. spmn. com” • Evolution of the PMO , Jason P. Charvat 2003 • The project office: Gartner Research A strategic Analysis Report, august 2000 www. techrepublik. com • Unisys Team. Method Project Management • The ideal PMO model is a balancing act, Ted Stephens 2004 Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP

Bibliography (Cont. ) • Cio Magazine july 2003 • Project Management Offices, Megan Santosus • Advanced Project Portfolio Management and the PMO: Multiplying ROI at Warp Speed, Gerald I. Kendall and Steven C. Collins • The Complete Project Management Office Handbook, Gerald I. Kendall and Steven Collins Mónica Botero de Díaz, PMP Gabriela Sánchez Alvarez, PMP